Excel: Getting around without mouse-madness

If you have attended any of our recent webinars on Microsoft Office applications, you have probably heard me tout the value of using keyboard shortcuts as time savers and accuracy boosters.

Another side benefit to navigating around your applications without scrolling is avoiding hand, wrist and elbow injuries which may result from repetitive strenuous motion, like excessive use of your mouse.

Here are 3 great tips to save your body and mind while working in Excel.

1. Use hotkeys to navigate your menus. Whether you are using 2007 or earlier versions of Excel if you simply tap your Alt key, you should notice the menu bar (97-2003) or ribbon (2007) change. In the earlier versions, you can now tap the underlined letter, such as F for File or W for Window and it will drop down the menu. From there just tap the underlined letter that indicates the selection you want to make, such as S for save or F for freeze panes, respectively. In 2007, tapping the Alt key will reveal all the hotkeys available on the ribbon showing and your Quick Access Toolbar.

2. Use your Ctrl key and your arrow keys to navigate to the last non-blank cell in the column or row. For example, if you have data down to row 100, Ctrl+down arrow will stop there. Be aware if you are using this technique in a column or row with some blank spaces, it will stop before each one. Add the Shift key, so Ctrl+Shift+down arrow to select all the cells down to the last non-blank cell in the column. Add Ctrl+Shift+right arrow to the sequence and select an entire table. Hint: Ctrl+A or Ctrl+* will also select a whole table of data.

3. Do you have a lot of data entry to do for which it would be a lot easier if Excel would simply drop the cursor to the right? You can change a setting in Excel to do this for a project or permanently if you choose. In 2003 and earlier versions, you’ll find it by navigating to Tools, then Options, then the Edit tab. Change the setting from down to right in the Move selection after Enter field. In 2007, you’ll find this by clicking the Office Button, selecting Excel Options and choosing Advanced. It will be the top option.

There are dozens of awesome shortcuts to make your life easier in Excel. What’s your favorite?

The editors at Business Management Daily have turned not one but TWO training events into one easy-to-read Executive Summary. The first section will help you save time and hassle. The second will help you get the most out of Excel. See for yourself:Part I: Ways to Improve Speed, Accuracy 1. Shortcuts, Tips & Tricks 2. Wrangling Worksheets 3. Typing Less in Excel 4. Time-Saving Templates 5. Troubleshooting Formulas